Count sheet — count a whole site in one pass

The Count sheet is for the first big count — walking the whole cellar, bar or kitchen and entering what's actually there, ingredient by ingredient, in one page instead of opening each one separately.

Open the Count sheet

Inventory → Count sheet in the sidebar. It is also the Count sheet button in the title bar on Stock — the same page, whichever you use. On an account with more than one site, pick the site first — the sheet counts one site at a time.

Counting only some of it

You do not have to take the whole site every time. On Stock, tick the ingredients you want and choose Count sheet for selected: the sheet opens with exactly those rows on it, grouped the same way. Useful for counting one shelf, one supplier's lines, or the handful of things that keep running out.

Counting on a phone

The sheet is built to be used one-handed while you walk the site. The count boxes are sized for a thumb, the Save bar stays on screen as you scroll, and each section heading folds its list away — tap a heading to close a section you have finished with and keep the next one in reach. Sections start open, so you never have to open anything to begin.

Splitting the sheet into areas

If everything sits in one long A-to-Z list, the sheet hasn't been split yet. Tap Set up areas on the bar at the bottom to name the places you actually count — Cellar, Behind the bar, Store room — and put each drink or ingredient where it lives. The sheet then groups itself to match your walk.

1. 1

   Open Set up areas

   On the count sheet, tap Set up areas. The count boxes turn into tick boxes while you're organising, so nobody can knock a count in by accident.

2. 2

   Name an area

   Type a name — "Cellar" — and tap Add area. Add as many as you count separately.

3. 3

   Tick what lives there

   Tick the rows that belong in that area, pick it from Move to…, and tap Move. Whatever those items already had in stock moves with them, so your numbers don't change — only where they're counted.

4. 4

   Tap Done

   You're back to counting, with the sheet grouped by area.

You can rename an area any time. Archiving one only works when it's empty — if anything is still assigned to it or still holding stock, the sheet says so rather than quietly dumping those items somewhere else.

You can do the same thing from Stock: tick some rows there and use Set area.

How it's grouped

Every ingredient appears under its area (the one you set above, or on the ingredient's own page — see Ingredients). Anything with no area — or one belonging to a different site — lands under Whole location.

Occasionally an item shows up twice: once under its area, and once under Whole location marked "Unassigned stock". That means some of it is still recorded outside any area — a delivery dropped in the store room, say. Count both lines; they're two real places, and each one is counted on its own.

Sales are always taken off the unassigned pool, so between counts that pool can drift below zero. You don't need to do anything about it: the next time you count that item in its area, the sheet tidies the leftover away in the same save.

Counting in containers

If an ingredient has a container set (see "Counting by container" below), the sheet asks for a container count, not the raw unit — type "2" next to "keg (50l)" and it records 100 litres. Without a container, type the count in the ingredient's own unit.

1. 1

   Walk the site

   Go section by section (the sheet is already grouped that way) and type what you count against each ingredient.

2. 2

   Skip what you didn't get to

   Leave any row blank. Only rows you typed into are saved — a partial walk is fine, and nothing you skip is changed.

3. 3

   Save

   One Save submits every row you touched. Each becomes a stock-take entry, the same kind Adjust stock counts creates one row at a time — so it shows in your history the same way.

If a row fails to save (for example, someone else changed that ingredient's count at the same moment), the summary tells you which one and leaves its value in place so you can re-check and try again — the rest of your count still saves.

Counting by container

Some ingredients are easier to count by the container than by the raw unit — "2 bottles" or "one keg", not "1400 millilitres". Set this on the ingredient itself (its detail page, or when you add it): a container name ("bottle", "keg") and a container size in the ingredient's own unit (a 700ml bottle: name "bottle", size 700).

Once set, on-hand reads in container terms wherever it's shown — "1 bottle

• 65%" means one full bottle plus 65% of a second. The stock ledger itself still tracks the raw unit underneath; the container is just how you enter and read it.

What's next

• Stock levels — the day-to-day view, after the first count.
• Ingredients — where you set a container and a usual section.
• Adjust stock counts — the one-at-a-time version of the same stock-take.